Pony Club Association of Victoria Inc

Transcription

1 Pony Club Association of Victoria Inc Mackie Rd, Mulgrave. Vic ABN Inc Number A S MEETING OPEN 1. PRESENT / APOLOGIES PCAV STATE COUNCIL MINUTES Meeting held at Montevilla Motor Inn, Hoppers Crossing on Monday 16 th June 2008 at 9.00am Present: (Chair) President - Jan Faulkner, Vice President - Kammy Cordner-Hunt, Vice President Philip Cobbledick, Treasurer - Janice Ray, BZ Deirdre Davey, CZ Leonie Lang, EGZ - Stephen Bragg, MZ - Kaye Blanchard, NMZ - Linda Smith, NZ Bronwyn Glenn, NEZ Lyn Stevens, SMZ Tony Curwen, WZ - Anthea Sutherland, WGZ - Vicki Kneebone. EO - James Fitzpatrick, SCD - Clare Lewin Apologies: Nil 2. CONFIRMATION OF THE MINUTES (15 th April 2008) That the Minutes of the State Council Meeting held on 15 April 2008 be approved. Seconded Deirdre Davey 3. BUSINESS ARISING FROM THE MINUTES

2 Items not ready for Council requiring additional development 3.1 Cross Country Fall Report This has been drafted and will be circulated to State Councillors for comment prior to the next meeting. 3.2 Showjumping Rules To be addressed by Rules Committee 3.3 Horse Trials Rules To be addressed by Rules Committee 3.4 Racing Victoria promotion Due to the restructure at Racing Victoria, this proposal is to be addressed at later date. Part of the Racing Victoria discussions with NMIT investigated the certificate work done at pony club. NMIT has agreed to recognise PCAV Certificates as prior learning towards Certificate, Diploma and Degree courses giving exemption for the learning done at pony club. They are offering pony club specific bridging courses. Moved Kammy Cordner-Hunt That a sub-committee of Jan Faulkner, Leonie Lang, Lyn Stevens and Anthea Sutherland be established to develop this concept for State Council consideration. Seconded Lyn Stevens The State Council attended a workshop on Sunday Night 15 June 2008 to discuss accreditation, volunteer roles and responsibilities, training and club assistance. This was a very good evening with Mr Les Bee from Sport Ed Victoria acting as the facilitator. The key outcomes were the continued development of a process for attracting, training, maintaining and accrediting Technical Delegates, club mentors and NCAS instructors. The State Office will document the roles and responsibilities for club mentoring. The documentation will include roles and responsibilities, skills required, training available, assessment for accreditation. The documentation will also include technical advisor training and accreditation. A review of book resources will be made available at the next meeting. Kammy Cordner-Hunt and Janice Ray to develop a book display for sales at state events. Clubs are encouraged to read the mad magazine and feature book reviews to be written. Resources to be reviewed as to what is available for sale and what resources we would like to supply to clubs as base information. 4. ITEMS FOR CONSIDERATION AND DECISION Administration 4.1 Mirboo North Pony Club The East Gippsland Zone has assisted the formation of a pony club at Mirboo North. A report was tabled as to the progress. Moved Stephen Bragg That Mirboo North Pony Club Inc be granted probationary membership of the PCAV and attached to East Gippsland Zone. Seconded Kammy Cordner-Hunt 4.2 Change of Name for Spring Gully Due to a change of pony club grounds, that approval be granted for a change of name from Spring Gully Pony Club to Huntly-Spring Gully Pony Club Inc. Seconded Linda Smith 4.3 Strategic Plan The Executive Officer has submitted a funding application to SRV and we are waiting on the Minister. The resourcing of the Strategic Plan is paramount to effective implementation. It was agreed to hold over the resourcing of the Strategic Plan as the annual funding for two years of $45,000 from SRV and $15,000-$30,000 from Vichealth needed to be finalised prior to the State

3 Council allocating resources. This State Council will formalise the resourcing over the next month based on the Sunday workshop and the Strategic Plan. 4.4 Club Voting Rights The Executive Officer has had Burke and Associates review the Club Voting Rights clause. This clause is a suggested clause for clubs to consider adding or amending for inclusion in their club rules. It is offered as a resource as the Consumer Affairs Model Rules are deficient for pony clubs. The Rules Sub-committee to provide wording to the next State Council Meeting based on one vote per Associate Member and one vote per family for AGM/SGM. 4.5 State Level Advisors The Executive Sub-committee suggests the renaming of the proposed State Level Advisor positions to be called State Technical Delegates. That a name change be approved from State Level Advisors to State Technical Delegates for each State Level Event. Seconded Linda Smith 4.6 Sponsorship Moved Stephen Bragg That the agreement with Horseland be approved subject to the amended terms. Seconded Kaye Blanchard 4.7 Award of Merit Applications That the zone approved lists of Award of Merit Candidates be approved by the State Council. Names withheld until AGM. Seconded Lyn Stevens 4.8 PCAV Distinguished Services Awards Moved Kammy Cordner-Hunt That the Distinguished Services Awards candidates be approved by the State Council and awarded at the AGM. Names withheld. Seconded Steve Bragg 4.9 Working with Childrens Checks Moved Philip Cobbledick That the State Council approves the change to the PCAV Bylaws to reflect the deletion of National Police Checks and the promotion of the Victorian Government s Working with Childrens Checks. The requirements for the checks are specified by the Act and they are not positional based but rather based on whether a person has a child riding. This is a broad generalized comment and full details are located at The PCAV will not be registering persons as the Victorian Government shall keep the database. Clubs, Zone and State organisers are required to ensure that all persons requiring a check show their card prior to performing duties. Seconded Linda Smith 4.10 Angela Darby Funding Moved Deirdre Davey That the PCAV allocates Angela Darby (Drysdale/Leopold PC) a grant of $500 towards costs of attending the Beijing Olympics in the Pentathlon. Seconded Janice Ray 4.11 Audit Engagement Ratification Moved Janice Ray That the actions be ratified of the President and Treasurer having signed the Audit Engagement Agreement with Clements Dunne Bell.

4 4.12 PCAV Public Officer Moved Bronwyn Glenn That Janice Ray be appointed the PCAV Public Officer effective 26 August Seconded Tony Smith 4.13 PCAV Member Protection Officer (Australian Sports Commission accredited) James Fitzpatrick and Phyllis Fairhurst have been the Pony Club Australia Member Protection Officers for a number of years. However, James cannot perform this function effectively for PCAV within the state as it is in conflict with his role as Executive Officer. James will continue to perform the role for PCA but not Victoria. That Phyllis Fairhurst be approached to be the Member Protection Officer for PCAV as an interim measure. That the State Council seeks a suitable candidate who they can put forward for accreditation. Seconded Deirdre Davey 4.14 Work Experience Ratification Moved Vicki Kneebone That the State Council acknowledges the opportunities for work experience and the PCAV has two persons currently undertaking such an experience. Seconded Leonie Lang 4.15 State Councillor Travel Re-imbursements That the State Councillors supply the Executive Officer with a list of annual funding from zones to allow the PCAV to review whether the level of State Councillor Travel Re-imbursements are sufficient. To be tabled to August State Council Meeting Equine Influenza Levy Status The Federal Government has stated that they will not be seeking industry funding for the 2007 Equine Flu outbreak due to breaches in quarantine. However, the Federal Government proposes to pass legislation a future federal levy and have the levy set at zero dollars per annum. They are encouraging the industry to support the national agreement. There is a requirement for the industry to allocate sufficient funds aside for a future emergency disease outbreak. Pony Club Australia is negotiating with the Australian Horse Industry Council regarding this issue and there are discussions as to the appropriate and best formal body/organization to liaise with the government at both Federal and State levels. At this stage that body is unofficially the AHIC. Biosecurity Moved Linda Smith That Travel from and to continue to be on the event Entry forms. Waiver conditions to be included on Club Membership Forms. Entering on the day re-commences on 1 July Events State Championships Accreditation and Judges List That each zone supplies a list of suitably experienced personnel to perform the following functions at State Level Events: Musical Ride Judges Flat Team Judges Dressage Showjumping Judges Gear Checkers Course Designers Course Builders Seconded Kaye Blanchard 4.18 Format and Scoring for State Level Events

5 A presentation was given by Kaye Blanchard and Don Roach from Midland Zone regarding the scoring ideology for individual riders and teams at State Level Events. A review of team scoring using Pony Club Scoring and revised Pony Club Points System showed that when teams events covered multiple events/sections as in State Horse Trials, Pony Club Points System scoring was preferred as it neutralized the variances across sections. This gives a fairer result across the competition. When event competition formatting is being considered, events that decide a winning rider over multiple rounds was preferred as we are seeking the overall best rider. One round champion type formats were not the preferred. That the revised Pony Club Points System be used at all state level events. That Kaye Blanchard and Vicki Kneebone write up the formal revised scoring rules for State Level Events and present to the August State Council Meeting. The State Council acknowledged our recent scoring issues and they agreed to establish a panel to review computer scoring systems through a tender process, investigate whether any programs were suitable for development and release for Clubs, Zones, State. A central scoring team will be appointed by the State Council and scoring will be a State responsibility, however, some Zone personnel may be invited to assist. Moved Philip Cobbledick That the following persons be appointed to the scoring review sub-committee; Kaye Blanchard, Vicki Kneebone, Janice Ray. A tender be developed for scoring systems. Interviews to be conducted by the sub-committee. Seconded Tony Curwen Moved Bronwyn Glen That Kaye Blanchard be appointed to assist zone scoring teams and preparation of draws for State Championships and receive a re-imbursement. Seconded Leonie Lang 4.19 Funding for scoring at State Level Events Held over to August State Council Meeting 4.20 State Horse Trials Teams Format Handbook of Bylaws Rule D3.5 Club teams That the configuration for teams at the 2009 State Horse Trials Championships be up to four riders with three scores to count. One rider in grade 1, one rider in grade 2; one or two riders from either grade State Polocrosse Sub-committee Minute withheld as both Ballarat and Moorooduc venues are unavailable Office Opening That the office opening is 26 August pm to 5pm at Mulgrave (6pm at Mulgrave Country Club for AGM). All members are openly invited to attend with RSVP on the AGM form. Minister for Sport and Recreation The Honorable James Merlino MP has accepted the invitation to officially open the building. Invitations to be sent to Life Members. Finger food and drinks provided. Plaque to commemorate the occasion. History display organized by Kammy Cordner-Hunt. Seconded Anthea Sutherland 4.23 Zone applications for 2009 Showjumping and Dressage Championship Qualifiers

6 Under Bylaw rule 34.6.d, zones may run one or more qualifying competitions Venue for 2009 State Flat Teams, Musical Ride and Games Championships Hold over to August. Grants 4.25 SRV, Vichealth and DPI Victoria Submissions to Vichealth $15,000 and Sport and Recreation Victoria $45,000 were lodged and successful applicants will be informed in June 2008 now that panel meetings have been completed. An application for improved computer system for data management is being lodged to the DPI Victoria. A report will be table to the next State Council Meeting in August. 5. TREASURER S REPORT 5.1 Financial Reports as at 31 April Moved Janice Ray That the income and expenditure statement showing a surplus of $5,778 and balance sheet be approved. Seconded Philip Cobbledick 6. MEMBERSHIP REPORT Membership numbers show 7400 to May PRESIDENT S REPORT 8. COACHING DIRECTOR S REPORT 9. EXECUTIVE OFFICER S REPORT 10. SUB-COMMITTEE REPORTS 10.1 Pony Club Australia Sports Connect funding will be paid in the near future. Negotiating Federal representation with Australian Horse Industry Council A name change away from Pony Club is being considered internationally 10.2 PCAV Executive Minutes to be supplied 10.3 Equestrian Federation of Australia -Victoria 10.4 Chief Instructors Panel 10.5 State Games, Flat Teams and Musical Ride Sub-committee Add to the Separating Equality of Scores in games that the higher result on the game they competed against each other will separate minor placings National Mounted Games Sub-committee Kammy Cordner-Hunt commenced a discussion regarding the appointment of Chairperson of subcommittees. It was discussed that the sub-committee may suggest a chair from a sub-committee member but the person must be approved by the State Council. State Council must have a member on each sub-committee State Dressage and Showjumping Championships (2009 CZ) Closing date for entries 3 weeks earlier 16 Jan 2009 Jenny Muir has accepted the Showjumping Course Designer position 10.8 State Horse Trials Championships (2009 MZ Fosterville TBA) 10.9 Inter-Zone Teams Horse Trials Rules Sub-committee FEI new ruling one fall of rider/horse to be reviewed by the Rules Sub-committee. State Council will discuss and consider this rule when the FEI report is available. This will not be automatically introduced and will be tabled to the August State Council Meeting Polocrosse Sub-Committee History Sub-Committee 11. GENERAL BUSINESS 11.1 C Certificate The age of a rider who has been in pony club for 2 years requiring a C Certificate should be

7 over 13 years That Handbook of Bylaws Rule a be changed to read over 13 years. Seconded Kaye Blanchard 12. CLOSE MEETING 5.10pm 13. NEXT MEETING Executive Tuesday 29 July 2008 Mulgrave 10am State Council Tuesday 26 August 2008 Meeting Mulgrave 10am Office Opening 4pm AGM Dinner at Country Club 6.15pm